Toyota Policy Drivers Website User Agreement & Privacy Notice

Last Modified Date: January 23, 2023

Quick Guide To Contents

INFORMATION WE COLLECT ON OUR PLATFORMS
HOW WE USE THE INFORMATION WE COLLECT
DISCLOSURE OF INFORMATION
SELLING OR SHARING OF PERSONAL INFORMAT ION
OPTING-OUT
YOUR PRIVACY RIGHTS
CHILDREN
RETENTION
SECURITY AND PROTECTION OF INFORMATION
SPAM AND POLICY ABUSE
OTHER SITES
CONSENT TO PROCESSING AND TRANSFER OF INFORMATION
CHANGES TO OUR USER AGREEMENT AND PRIVACY POLICY
CONTACT US

Toyota (“we”, “us”, or “our”) is committed to maintaining your confidence and trust as it relates to the privacy of your information collected and used in connection with your use of the Toyota Policy Drivers website and mobile application. This Toyota Policy Drivers Privacy Notice (“Privacy Notice”) provides a notice regarding how we collect, protect, disclose and use your information as part of Toyota Policy Drivers website and mobile application.

Access to the Toyota Policy Drivers website and mobile application (“Toyota Policy Drivers” or the “Platforms”) is intended for the exclusive use of U.S.-based team members and former team members (Toyota alumni partners) of Toyota’s North American affiliates to further Toyota’s advocacy efforts on positions that have been approved and directed by Toyota’s Director of State and Federal Government Relations.

Please note that additional privacy and other human resources notices and policies may apply to you as a current or former Toyota team member, and this Privacy Notice does not replace any other notice or policy that may be applicable to Personal Information collected or used by Toyota through your relationship with Toyota. Please contact your Human Resources representative or the Office of Privacy at Office.of.Privacy@toyota.com or 855-226-4048 to receive a copy of additional relevant privacy and other human resources notices.

For purposes of this Privacy Notice, “Personal Information” is information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with an identifiable person. In addition, “Sensitive Personal Information” is Personal Information that requires special handling under applicable law. Personal Information and Sensitive Personal Information do not include deidentified or aggregated information, which includes data that is not reasonably capable of identifying you or being linked to you, and do not include certain publicly available information.

Use of Toyota Policy Drivers is strictly voluntary, and if you are a current Toyota team member, your choice as to whether or not to participate will not be shared with nor evaluated as part of your performance by management. The Toyota Government Relations team will track your participation as well as the overall participation at Toyota and report total percentage of participation at Toyota. By participating in Toyota Policy Drivers, you understand that such action is a voluntary activity.

Toyota reserves the right to revoke any participant’s access privileges if Toyota determines a team member or Toyota alumni partner has misused Toyota Policy Drivers.

1. INFORMATION WE COLLECT ON OUR PLATFORMS

We describe below the categories of Personal Information we may have collected in the prior 12 months and may collect on an ongoing basis. We collect the Personal Information below either directly from you or from other sources, depending on your interactions with us.

Personal Information

We offer users the option to provide us the below categories of Personal Information (information that can be used to identify you as an individual).

Identifiers: Identifiers include contact information you provide that may be used to contact you or identify you. Examples include your name, street address, email address, and telephone number.
Registration Information: Registration Information includes your username, email, and password you provide to access Toyota Policy Drivers. Your username and password may be considered Sensitive Personal Information under applicable privacy laws.

Information We Collect Automatically

Below are types of identifiers and internet or other electronic network activity information we may collect from you.

Usage information. Whenever you visit or interact with the Platforms, we, as well as any of our service providers, may use a variety of technologies that automatically or passively collect information about how the Platforms are accessed and used (“Usage Information”) and utilized to optimize speed and content. Usage Information may include browser type, device type, operating system, application version, the page served, the time, and the preceding page views. Usage Information is generally non-identifying, but if a Toyota team member or Toyota alumni’s usage information is specific and identifiable to the team member, Toyota treats it as Personal Information.

Device Identifier. We automatically collect your IP address or other unique identifier (“Device Identifier”) for the Device (computer, mobile phone, tablet or other device) you use to access the Platforms. A Device Identifier is a number that is assigned to your Device when you access a website or its servers, and our computers identify your Device by its Device Identifier.

Cookies; Pixel Tags. The technologies used on the Platforms to collect Usage Information, including Device Identifiers, include but are not limited to: cookies (data files placed on a Device when it is used to visit the Platforms), mobile analytics software and pixel tags (transparent graphic images, sometimes called web beacons or tracking beacons, placed on a web page or in an email, which indicates that a page or email has been viewed. We, or our vendors, may place cookies or similar files on your Device for security purposes, to facilitate site navigation and to personalize your experience while visiting our Platforms (such as providing you with a list of your legislators). A pixel tag may tell your browser to get content from another server.

To learn how you may be able to reduce the number of cookies you receive from us or delete cookies that have already been installed in your browser’s cookie folder, please refer to your browser’s help menu or other instructions related to your browser. If you do disable or opt out of receiving cookies, please be aware that some features and services on our Platforms may not work properly because we may not be able to recognize you and associate you with your Device. If you block or delete cookies, not all tracking that we have described in this privacy statement will stop.

We use cookies provided by Google Analytics to collect statistical information about the use of the website. You can opt-out of Google analytics, here: http://tools.google.com/dlpage/gaoptout (requires you to install a browser add-on).

Certain web browsers may provide an option by which you may request your browser to inform websites you visit that you do not wish your activities to be tracked by cookies or other persistent identifiers, commonly called “Do Not Track Signals”. The Platforms do not currently respond to Do Not Track Signals.

2. HOW WE USE THE INFORMATION WE COLLECT

This section describes how we may have used your Personal Information in the prior 12 months, and how we may use your Personal Information on an ongoing basis. We use your Personal Information, including your name, home address, work email address and Toyota alumni partner personal email address. The information we collect is held by our Human Resources department and provided to Toyota Policy Drivers to enable you to communicate with your legislators and to personalize your sessions. The Platforms use information you voluntarily give us to make sure that your communications are correctly delivered to your elected officials. We also use the information we collect in the following circumstances:

We may use your street address to match you to a legislator.
We may use your email address as the primary means of communication between you, your legislator and this website.
We may use your Sensitive Personal Information (i.e., username and password) for registration purposes; to prevent, detect, and investigate security incidents; to resist malicious, deceptive, fraudulent, or illegal actions; and for other like limited purposes.
We may use your information to study our own systems and gauge the effectiveness of certain grassroots activities.
If you provide your express consent to receiving text messaging, we may use your mobile phone number to send you text messages.
To respond to your questions, comments and requests.
Information we automatically collect may be used in aggregate to help shape and direct the creation and maintenance of content on this website, and to manage our strategic objectives.

3. DISCLOSURE OF INFORMATION

This section describes the circumstances we may have disclosed your Personal Information in the prior 12 months, and our disclosure practices on an ongoing basis. Except as described here, we will not provide any of your Personal Information to any third parties without your specific consent, which includes disclosing your information to legislators when you have told us to do so. We may disclose certain information, such as aggregate data and Usage Information with third parties. We may also disclose your information as disclosed at the time you provide your information, as set forth in this Privacy Notice and in the following circumstances:

Other Parties Providing Services On Our Behalf. We may disclose your Personal Information to other parties that perform functions on our behalf (or on behalf of our partners) such as entities that host or operate our Platforms and analyze data.
Legal Disclosure. We may transfer and disclose your information to other parties to comply with a legal obligation; when we believe in good faith that the law or a governmental authority requires it; to verify or enforce our Terms of Use or other applicable policies; to address fraud, security or technical issues; to respond to an emergency; or otherwise to protect our rights or property or security of third parties, visitors to our Platforms or the public.

We may also disclose aggregated or non-personally identifiable information with other parties providing services on our behalf.

We do not sell or share your Personal Information with third parties, and have not done so in the prior 12 months. We also do not knowingly share, sell or disclose the Personal Information of children under the age of 16, and have not done so in the prior 12 months. We do not disclose your Personal Information to non-affiliated third parties for their own direct marketing purposes. If you wish to learn more, please contact us using the information provided in the “Contact Us” section below.

5. OPTING-OUT

At any time, if you do not wish to receive communications via email, you can choose to opt out of receiving such information via an unsubscribe link on each email you receive or by using the information provided in the “Contact Us” section below. Please note that even if you opt out of receiving the foregoing emails, we may still send you a response to inquiries where you have contacted us.

6. YOUR PRIVACY RIGHTS

As a current or former team member, you may have certain rights with respect to your Personal Information, which are described in greater detail in applicable human resources policies. Depending on the jurisdiction in which you are located, these rights may include the right to know and access, correct, delete, opt-out, and non-discrimination. You may also have the right to exercise these rights through an authorized agent. For more information about how to exercise these rights and/or to review the applicable Toyota employee privacy notice and other human resources policies, please contact your Human Resources representative or the Office of Privacy at Office.of.Privacy@toyota.com or 855-226-4048.

7. CHILDREN

The Platforms are not directed to children under the age of 13. We do not knowingly collect, use or disclose Personal Information from anyone under 13 years of age. If we learn that we have collected Personal Information from a child under 13 years, we will use commercially reasonable efforts to delete that information.

8. RETENTION

We retain your Personal Information for as long as necessary to carry out the purposes for which we originally collected it and for other legitimate business purposes, including to meet our legal, regulatory, or other compliance obligations.

9. SECURITY AND PROTECTION OF INFORMATION

We take information security seriously and use certain reasonable security measures to help protect your Personal Information, including the use of secure servers and computer encryption technology. However, no electronic data transmission or storage of information can be guaranteed to be 100% secure. Please note that we cannot ensure or warrant the security of any information you transmit to us, and you use the Platforms and provide us with your information at your own risk.

10. SPAM AND POLICY ABUSE

In spite of our precautions, there remains the possibility that a person will sign up someone else without his or her permission. If you think this has happened to you, please send an email with details to policydrivers@toyota.com.

11. OTHER SITES

The Platforms may contain links to other sites that we do not own or operate. We do not control, recommend or endorse and are not responsible for these sites or their content, products, services or privacy policies or practices, even though they may use the Toyota name or logo on their site through an agreement with us. These other sites may send their own cookies to the device you are using, and they may independently collect data or solicit Personal Information from you, and they may or may not have their own published privacy policies. You should also independently assess the authenticity of any site which appears or claims that it is one of our Platforms (including those linked to through an email or social networking page).

The Platforms may make available chat rooms, forums, message boards, and news groups. Remember that any information that you disclose in these areas becomes public information and is not subject to the provisions of this Privacy Notice.

The Platforms are governed by and operated in, and in accordance with the laws of, the United States, and are intended for current team members and Toyota alumni partners of Toyota. Toyota makes no representation that the Platforms are governed by or operated in accordance with the laws of any other nation. Given that we are an international business, our use of your information necessarily involves the transmission of data on an international basis. If you are located in the European Union, the United Kingdom, Canada or elsewhere outside of the United States please be aware that information we collect may be transferred to and processed in the United States. By using the Platforms, or providing us with any information, you (a) acknowledge that the Platforms are subject to the laws of the United States, (b) consent to the collection, processing, maintenance and transfer of such information in and to the United States and other applicable territories in which the privacy laws may not be as comprehensive as or equivalent to those in the country where you reside and/or are a citizen, and (c) waive any claims that may arise under those laws.

13. CHANGES TO OUR USER AGREEMENT AND PRIVACY POLICY

Toyota reserves the right to modify this User Agreement and Privacy Notice at any time and without prior notice. We will post any changes to the website and mobile app. If you continue to use the website or mobile app after those changes are in effect, you agree to the revised User Agreement and Privacy Notice. If the changes are significant, we may provide more prominent notice of the change. The date, the User Agreement and Privacy Notice was last modified is identified at the top of the page. You are responsible for periodically visiting this User Agreement and Privacy Notice to check for any changes.

14. CONTACT US

If you have any questions or concerns regarding this Privacy Notice, please e-mail policydrivers@toyota.com.

If you wish to unsubscribe from participation in Toyota Policy Drivers, please use the provided link.